Smartdoc
Smartdoc Product
Introduction
What?
In the simplest way, Smartdoc is a 2 icon application that allows users to quickly archive and retrieve documents.
In our experience we saw that 90% of the time 90% of the users choose speed and efficiency over countless double clicks on folders and windows in order to store or retrieve information in or from the right location. That is why
Smartdoc invented the easiest user interface in the history of document management. A 2 icon interface. The first to store documents, the second to find documents.
And that is where it starts, but not where it ends.
How?
The Smartdoc solution uses Microsoft’s powerful database technology (SQL server). All documents that are added are deeply analysed and stored in a structured way.
This method makes it possible to set up a reliable and efficient document structure that has numerous advantages over traditional hierarchical tree structures. The stored metadata makes searching for information and structuring search results easier, faster and more efficient.
Learn how document management can simplify your business life
A well-organized digital work environment is key to store and find the information you need. In this whitepaper we explain you what document management is and how your business can benefit from it.
Features
As Smartdoc allows to search on full text, metadata, timestamps, periods, owner, securitytype, annotations… our document management solution becomes the most powerfull tool to help you find the correct information immediately.
But Smartdoc can also automate tasks. Repetitive documents can be categorised automatically, combined with a workflow, security and much more. Repetitive tasks that require manual interventions can be handled by the Smartdoc software.
Why?
The possibility to quickly archive and find documents through the Smartdoc interface is used in many organisations.
E.g, within HR organisations Smartdoc manages contracts, employee records and mail traffic. Departments that handle a lot of quality documents can profit from the fast archive functionalities and the possibility to auto tag the files. Smartdoc is used to handle scans, mail traffic, office documents, pdf, photo’s in any part of an organisation.
Document Management
What?
How?
Full text search
Smartdoc makes sure that any file is completely searchable. Our algorhytms search for any old and forgotten file, or photo attachment to a file and makes it searchable. So you can be 100% sure that you will find anything back, even if your archive contains millions of documents.
Lifecycle management
Smartdoc allows to set up lifecycle management for any kind of document to comply with GDPR regulations. Archiving dates are automatically retrieved and can be connected with an expiration date, a period, an archive destination and a sensitivity.
Office™ integration
Smartdoc integrates with Word, Excel or Powerpoint. Easy plugins allow to archive directly. These plugins can be combined with Document Recognition, Workflow automation…
Index fetching
Indexes can be added manually or can be fetched out of a document. Smartdoc can auto-complete index fields and incorrect indexing can create validation errors in the solution. All indexes can be updated, changed or completed within the Smartdoc solution itself or integrated with any other application.
Rename files automatically
All documents can get renamed automatically. This makes that file names are much easier to recognize in search results.
Mass migration
Smartdoc allows you to seamlessly import external archives, explorer structures or other document management solutions into the new structure. This can be done while retaining the existing metadata or folder names.
Why?
Invoice Recognition & Robot Accounting
What?
Smartfin is a tool that allows you to automatically recognize fields from invoices such as amounts, dates and VAT numbers and forward them to your financial package as a booking proposal.
Smartfin is a separate module that can be seamlessly integrated into your existing Smartdoc configuration, allowing you to run your invoices through an approval or notification flow and legally archive and retrieve them in accordance with VAT legislation.
What ERP Solutions?
Features
Workflow automation
Smartdoc allows to create document workflows for any kind of document. We can work with multiple approvers and integrate status changes with other applications such as ERP, CRM, Asset Management tools and more.
UBL creation
Smartdoc can transform any invoice into an UBL (UBL 2.1 or 2.0), XML or CSV format which can be read by most ERP and accountancy applications.
Audit support
Smartdoc keeps the documents in accordance with VAT legislation. In this way you create a legal and auditable archive. In addition, all actions on the documents are stored and it is possible to set a storage period and final destination. Read more on our blog.
Automated pre-booking
With the Smartfin Module, Smartdoc can automatically process all scanned and digital invoices. Header information such as amount, VAT, dates and VAT numbers are recognized automatically and controlled. The invoice information can be send to the erp or accountancy solution.
Why?
Document Automation
What?
How
Features
Document Actions
Document Actions is a feature in Smartdoc to automate recurrent actions. Document Actions can be configured to eliminate manual interventions and to automate time consuming actions.
Smartdoc OCR
Smartdoc allows to make any document searchable on content. Every photo, scan, email attachment… can be made searchable with our cognitive cloud service performing a state of the art OCR service.
Business rules
Smartdoc allows to create business rules in the application. Different database fields can be compared and create validation errors, start workflows or automate processes. The setup can be created within the Smartdoc database itself or can compare different fields with different databases.
Automatic processes
Recurring operations and processes can be automated effortlessly in the system. This is done on the basis of comparison of database fields and notifications.
Auto-categorization
Recurrent Document tasks can be automated by combining Document Recognition with automated workflows. Document Automation means that documents can be processed 50 times faster than with conventional document management solutions.
Why?
Win time through document automation
Legal Archiving, Governance,
Risk & Compliancy (GRC), GDPR
What?
How?
Features
Document tracking
Smartdoc tracks and logs every action on any document. This way, the administrator can always have a complete overview of all actions in the database. Document tracking is an essential part of any GDPR implementation.
Integrity
Integrity is maintained at all times and documents remain unchanged. This also guarantees the legal contradictory nature of the stored information. Only a new version of records can be made.
Version management
Smartdoc makes it easy to create new versions of existing documents through an easy check out/check in process.
Smartdoc OCR
Smartdoc allows to make any document searchable on content. Every photo, scan, email attachment… can be made searchable with our cognitive cloud service performing a state of the art OCR service.
Lifecycle management
Smartdoc allows to set up lifecycle management for any kind of document to comply with GDPR regulations. Archiving dates are automatically retrieved and can be connected with an expiration date, a period, an archive destination and a sensitivity.
Why?
How to deal with documents while protecting data privacy?
In this whitepaper you will learn how you your document management platform complies with GDPR.
Process Automation
What?
Process automation means that the different actions that apply to documents are guided by the application. E.g. documents that require actions, completion, tasks or notifications.
How?
Features
Workflow and permissions
Smartdoc supports the setting up of workflows and approval procedures with different authorization levels. Within the workflow the security settings of documents can be changed. Sensitive documents can be protected from (groups of) users.
Smartdoc OCR
Smartdoc allows to make any document searchable on content. Every photo, scan, email attachment… can be made searchable with our cognitive cloud service performing a state of the art OCR service.
Business process management (BPM)
Companies working in different time zones or locations can benefit from automated workflows that are easy to set up. Most optimizations have an enormous impact on cost cutting and revenue generation.
Workflow automation
Smartdoc allows to create document workflows for any kind of document. We can work with multiple approvers and integrate status changes with other applications such as ERP, CRM, Asset Management tools and more.
